Administrative Assistant

Gwynedd Mercy University•Lower Gwynedd Township, PA

26d

About The Position

The Administrative Assistant provides ongoing administrative support to the Frances M. Maguire College of Nursing and Health Professions, primarily supporting the Graduate Nursing and Speech-Language Pathology programs, and assists other College programs and initiatives as needed. The role manages information on SharePoint, maintains confidential student, faculty, and staff records, serves as a resource for faculty and students, maintains accurate files, schedules appointments, helps arrange events, and provides information to callers and visitors. The position supports program directors and clinical coordinators with student file management, clinical and fieldwork placements, contracts, student progression communications, faculty meeting scheduling and minutes, and preparation of reports for state boards and accreditation bodies. It may also assist new staff with training and work direction. The employee performs additional duties assigned by the Dean.

Requirements

Associate’s degree, two years of related experience and/or training, or an equivalent combination of education and experience.
Ability to type at a minimum speed of 55 words per minute.
Proficiency with Microsoft Office Suite, including Word, Excel, and PowerPoint; Adobe Acrobat; and SharePoint.
Ability to use office procedures to organize workflow and maintain high attention to detail.
Ability to read, analyze, and interpret business periodicals, professional journals, technical procedures, and governmental regulations.
Ability to write reports, business correspondence, and procedure manuals, and effectively present information and respond to questions.
Ability to perform basic arithmetic and compute rates, ratios, and percentages, and interpret graphs.
Ability to interact effectively and professionally with others and maintain confidentiality, including for student and faculty records.
Ability to solve practical problems and interpret written, oral, diagrammatic, or schedule-based instructions.
Ability to perform the essential duties satisfactorily, with reasonable accommodations as applicable.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Maintain strict confidentiality of student, faculty, and staff information and files.
Compose, edit, and mail routine correspondence; file correspondence and other records; and maintain files and records.
Record meeting minutes upon request.
Greet visitors and callers professionally, determine the nature of their business, and connect them with the appropriate person.
Collect information from faculty, staff, and students to respond to inquiries.
Provide information and service to College and University applicants and prospective applicants.
Assist with event planning and arrange travel schedules, reservations, business meetings, and conferences for the Graduate Nursing and Speech-Language Pathology Program Directors as needed.
Maintain Graduate Nursing and Speech-Language Pathology student files electronically.
Assist Clinical Coordinators with maintaining spreadsheets of students’ health and background screens and other documents needed for clinical or fieldwork placement.
Assist Program Directors and Clinical Coordinators with sending clinical affiliate letters and contracts for clinical and fieldwork placements.
Maintain detailed records of clinical contracts and update contracts and Certificates of Insurance for clinical and fieldwork affiliates.
Assist Program Directors with sending student progression letters.
Assist Program Directors with scheduling program faculty meetings and record meeting minutes.
Assist Program Directors with preparing annual Pennsylvania State Board of Nursing reports, CAA reports, and accreditation materials.
Perform additional duties assigned by the Dean.
May assist new staff members with training, planning, assigning, and directing work, addressing complaints, and resolving problems.